> ## Documentation Index
> Fetch the complete documentation index at: https://docs-next.gallabox.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Forms

> **Who can use this?**
>
> * Gallabox users with **Flow Builder access**.
> * Roles: Owners and Admins
> * Plans: All plans (Basic Forms). Dynamic Forms require the Advanced plan.

## Plan Availability

| Feature                | Basic | Essential | Advanced |
| ---------------------- | :---: | :-------: | :------: |
| WhatsApp Basic Forms   |   ✓   |     ✓     |     ✓    |
| WhatsApp Dynamic Forms |   —   |     —     |     ✓    |

## What are WhatsApp Flows?

WhatsApp Flows are **interactive, multi-screen forms** that let customers complete tasks — like booking appointments, filling out surveys, placing orders, or submitting support requests — directly inside a WhatsApp chat, without being redirected to a website or app.

Instead of asking customers to fill out a form on a website or copy-paste information, you send them a Flow. It opens as a rich, structured interface inside WhatsApp:

* Multi-step screens with fields, buttons, dropdowns, ratings, and more
* Customers fill in their answers without leaving WhatsApp
* Submitted data is captured with the Flow response in Gallabox

## WhatsApp Flows vs Bot Flows — What's the Difference?

These are often confused. Here's the key difference:

|                         | Bot Flow                                    | WhatsApp Flow                                        |
| ----------------------- | ------------------------------------------- | ---------------------------------------------------- |
| **Where it runs**       | In Gallabox's flow builder                  | Inside WhatsApp chat (rendered by Meta)              |
| **UI control**          | You control the look and logic              | Meta controls the rendering                          |
| **Customer experience** | Step-by-step text/button prompts            | Rich, form-like interface                            |
| **Setup complexity**    | More complex — build full logic in Gallabox | Simpler — design in Gallabox, render in WhatsApp     |
| **When to use**         | Conversational journeys, AI agents          | Structured data collection (forms, bookings, orders) |
| **Triggered by**        | Customer message or keyword                 | Sent via bot flow, sequence, or template message     |

Think of it this way:

* **Bot flows** = conversations — the customer talks to your bot via text and buttons
* **WhatsApp Flows** = forms — the customer fills in structured fields inside WhatsApp

You can **trigger a WhatsApp Flow from a bot flow** — for example: a bot flow qualifies a lead, then sends a Flow to collect their address for delivery.

## What You Can Build with WhatsApp Flows

**Common use cases:**

* **Appointment booking** — collect date, time, service type, and customer details
* **Lead capture forms** — gather company name, budget, timeline without a website form
* **Order and delivery** — collect delivery address and order preferences
* **Support requests** — let customers describe their issue and upload a screenshot
* **Feedback and surveys** — star ratings, NPS scores, open-text feedback
* **Event registration** — collect name, email, attendance preference

## How WhatsApp Flows Work

<Steps>
  <Step title="Design the Flow in Gallabox">
    You build the Flow using Gallabox's Flow Builder — defining screens, fields, and validation rules. New Flows begin as drafts.

    Each Flow has:

    * **Screens** — individual steps shown one at a time
    * **Fields** — text input, email, phone, number, date picker, rating, dropdown, checkbox
    * **Validation** — required fields, format rules (e.g., valid email)
  </Step>

  <Step title="Publish the Flow">
    When the Flow is ready, publish it. The product lifecycle is **Draft → Publish**.
  </Step>

  <Step title="Send the Flow to Customers">
    Once published, a Flow is sent to customers via:

    * **A bot flow** — use the "Send WhatsApp Form" action node to trigger the Flow
    * **A sequence step** — use a template with a Flow button as a sequence step
    * **A template message** — link to the Flow from a pre-approved template

    The Flow appears in the customer's WhatsApp chat as a tappable card. They tap it, fill in the screens, and submit — all without leaving WhatsApp.
  </Step>
</Steps>

## Example

**Scenario:** You run a dental clinic and want patients to book appointments via WhatsApp without calling or using a website.

Here's how you'd use WhatsApp Flows:

<Steps>
  <Step title="Create the Flow">
    Create a Flow called "Book an Appointment" with these screens:

    * **Screen 1:** Select service (Clean-up, Filling, Whitening, Consultation)
    * **Screen 2:** Select preferred date (date picker)
    * **Screen 3:** Enter your phone number and reason for visit
    * **Screen 4:** Confirmation screen
  </Step>

  <Step title="Publish the Flow">
    Review the draft, then publish it when it is ready to send.
  </Step>

  <Step title="Trigger it from your bot flow">
    In your bot flow, add a node: "Patient asks about booking" → "Send WhatsApp Form" (your appointment Flow).
  </Step>

  <Step title="Send the Flow card">
    When a patient asks "I want to book", the Flow card is sent.
  </Step>

  <Step title="Collect the details">
    The patient fills in their preferred date and details inside WhatsApp.
  </Step>

  <Step title="Review the submission">
    The submitted details are recorded with the Flow response in Gallabox.
  </Step>
</Steps>

## Best Practices

* **Keep Flows short** — 3–5 screens maximum. Long Flows have higher drop-off rates.
* **Ask for only what's necessary** — don't collect information you don't need.
* **Use clear labels** — screen titles and field labels should be specific, not generic ("Enter your phone number" not "Phone").
* **Test thoroughly** — use Simulation mode in Gallabox before publishing.
* **Provide a confirmation** — always show a final screen confirming what was submitted.

## FAQs

<AccordionGroup>
  <Accordion title="How do I make a Flow available to customers?">
    Build and test the Flow while it is a draft, then publish it. The lifecycle is **Draft → Publish**.
  </Accordion>

  <Accordion title="Can I edit a Flow after publishing it?">
    Edit and test the Flow in Gallabox, then publish the version you want to make available.
  </Accordion>

  <Accordion title="What's the difference between a WhatsApp Flow and a bot flow with buttons?">
    Bot flow buttons are clickable options inside a text conversation — good for simple yes/no or menu choices. WhatsApp Flows are full multi-screen forms that render as rich, structured interfaces inside WhatsApp. Flows are better for collecting structured data (addresses, dates, form answers) that needs validation and structured storage.
  </Accordion>

  <Accordion title="Can I trigger a WhatsApp Flow from a sequence?">
    Yes. Sequence steps send template messages — to send a Flow, use a template that has a **Flow button**. The Flow card will be sent at the scheduled time to contacts who reach that step.
  </Accordion>
</AccordionGroup>